DATA PROTECTION ACT 1998 SUBJECT ACCESS REQUEST FORM
Please refer to the guidance notes provided at the end of this form before completing it
1. Your Details
Name: (first names, middle names, surname)
Mr/Mrs/Ms/Miss:
Date of birth:
Current address:
Previous address:
Daytime telephone number:
Email address:
You will be asked to provide proofs of your identity and address. Please see the guidance notes
2. Whose information are you requesting? (please tick the relevant box)
My own (please now go to section 4)
Someone else’s
Both my own and someone else’s
3. If you are requesting someone else’s information, whose is it? (please provide their details)
Name: (first names, middle names, surname)
Mr/Mrs/Ms/Miss:
Date of birth:
Current address:
Previous address:
Daytime telephone number:
Email address:
Your relationship to this person: (please tick the relevant box)
“I am the ….”
Mother
Father
Other (please explain below
You will be asked to provide proofs of your entitlement to request information on someone else’s
behalf. Please see the guidance notes
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4. Details of the information you are requesting (please include any known reference numbers)
University College Falmouth departments/schools that you think hold the information you are
requesting:
Place/office where the information is held, if known to you:
Please describe the type of information you want to see:
5. Proof of Identification and Entitlement
Documents supplied as proof of identity (see note 3 in the guidance notes):
Recent (less than three months old) utility bill (original)
Bank statement (original)
Passport OR photo ID driving licence
Change of name document(s) if relevant
Document(s) supplied as proof of entitlement (see note 4 in the guidance notes). Please describe
what document(s) you are providing:
6. Submitting the Request Form
The completed Subject Access Request Form and supporting proof of identity and entitlement (if
relevant) should be taken or sent to:
The Data Protection Officer
University College Falmouth
Woodlane Campus
Falmouth
Cornwall
TR11 4RH
Signature of Applicant:
Date:
For Office Use Only:
Date Request Accepted:
Date Reply Sent (within 40 days of Request Acceptance):
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Guidance notes
General
Personal details
Please complete your personal details as requested. Please tell us if you have been
previously known by any other name and if you have lived at your present address for
less than two years, your previous address. If you are requesting historical information
then provide as many details as possible; for example, previous addresses with dates.
Use a separate sheet of paper if required.
Details of the information you require
You should give as much assistance as you can about particular areas to search so that
we can give you what you require without further correspondence. If the information you
require is held in only one place you should identify that place if you can, for example a
particular office or school. You should also give any relevant reference numbers that
might be used for you. These details are required to assist location of your information so
you can be given a copy of everything held about you, as required by the Act. A list of
what each school/department does is given below.
Proof of identification
Proof of name and address is required to ensure we only give information to the correct
person. We require two original pieces of documentation, for example, a recent utility bill
(less than three months old), bank statement (photocopies are not acceptable) showing
your name and address. In some cases additional details such as a passport or photo ID
driving licence may be required due to the sensitive nature of information held. Proof of
change of name document(s), if relevant; release of financial, or education records will
normally require this additional information.
Proof of entitlement
Under the Data Protection Act, only the data subject has a right to ask to see their own
records. We normally expect the subject access request to be made by the data subject;
all individuals aged 16 or over should make their own subject access requests if they have
the mental capacity to make their own decisions (mental capacity as defined in the Mental
Capacity Act 2005), unless they appoint someone else to make the subject access
request on their behalf.
People making subject access requests on behalf of the data subject need to demonstrate
that they have the right to do so. We require one of the following proofs of this right:
A person making a subject access request on behalf of a person with mental
capacity aged 16 or over
Proof of permission to make the subject access request – a signed letter or consent form
from the data subject (we may contact the data subject for confirmation that we can
release the information to you).
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A person making a subject access request on behalf of a person lacking mental
capacity aged 16 or over
For persons aged 18 or over, proof of a valid Lasting Power of Attorney or an Enduring
Power of Attorney or proof of Court-appointed Deputyship.
Keep your documents secure
Always send important documents by recorded/special/registered delivery as appropriate
or by bringing them to University College Falmouth’s office reception at Rosehill,
Woodlane Falmouth. University College Falmouth cannot be held liable for items lost in
the post. University College Falmouth undertakes to return documents safely by recorded
delivery.
Payment
Currently a fee is not charged for Subject Access Requests but University College
Falmouth reserves the right under the Data Protection Act to charge a search fee of
£10.00 in the future, for each separate request. The fee, if charged, is not refundable if the
result of the search shows that there is no information to be supplied and searches may
attract an additional £10 fee if more than one person’s records are requested.
Please note:
Children or young people aged 12 – 15 years:
Please note that if you make a subject access request on behalf of a child or young
person aged 12–15 years, we may independently seek their consent to release the
documents to you, even if you have parental responsibility for them. If they are deemed
competent to make this decision, we will abide by it. This means that we may not disclose
their information to you, should they refuse their consent.
Subject access requests on behalf of persons lacking mental capacity:
Please note that University College Falmouth will only release information if we can
establish that the disclosure is justified, having balanced the person’s best interests and
the public interest against the person’s right to privacy.
If you have any questions relating to identification requirements or any other aspect of a
subject access request, you can email us at [email protected] or telephone us on
01326 255532.
What Each Department Does
Directorate
Key areas:
 Institutional strategy & administration
 Finance & resources
 Estates
 Learning technology (TEL)
 Careers
 Continuing professional development (CPD)
 Placement co-ordination
 International office
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Registrar
Key areas:
 Human resources
 Academic administration (AAT)
 Student records (SRIT)
 Quality standards (QST)
School of Art & Design
Key areas:
 Department of Art
 Department of Design
School of Media & Performance
Key areas:
 Department of Media
 Department of Performance
 Department of Writing
Research & Innovation
Key areas:
 Facilities & services for businesses
 Sandpit services
 Research projects
 Research community
 MPhil – PhD
 Business networks
 Events
Academic Services
Key areas:
 Academic support
 Academic skills
 Languages
 Library & information services
 Student support services
 IT services
 Audio visual services
 Student union
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Learning & Teaching
Key areas:
 Admissions
 Educational development
 Learning futures
 Widening participation
 Equality & diversity
 Corporate development
 Marketing, PR & external affairs
 UK recruitment
Combined Universities for Cornwall (CUC)
Key areas:
 CUC co-ordination
 CUC business support
 CUC marketing & communications
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